CaseLoom Privacy Policy

Caseloom LLC (“Caseloom,” “we,” “us,” or “our”) respects the privacy of the attorneys, law firms, litigation teams, participants, witnesses, court reporters, videographers, interpreters, support personnel, and other individuals who use or interact with our website and platform. 

This Privacy Policy explains how we collect, use, disclose, store, and protect information in connection with our website, platform, services, customer support, sales communications, demos, free trials, pilot access, paid subscriptions, and related communications. 

Caseloom is a software platform built for managing depositions. It combines case management, exhibit presentation, role-based access controls, annotation tools, archive downloads, and secure video proceedings into one platform designed for litigation teams. Caseloom supports the deposition lifecycle from preparation to post-proceeding review. 

This Privacy Policy is intended to describe our practices in plain English. It is not a contract for legal advice, court reporting services, certified transcription services, or litigation strategy services. 

1. Scope of This Privacy Policy 

This Privacy Policy applies to information collected through: 

• The Caseloom website located at www.caseloom.com; 

• The Caseloom web application and platform; 

• Demo requests, sales inquiries, and marketing communications; 

• Customer support interactions; 

• Email, text/SMS, and other service-related communications; 

• Free trial, pilot, complimentary, and paid use of Caseloom; 

• Case workspaces, deposition workspaces, exhibits, meeting records, annotations, participant information, archive bundles, and other platform data. 

This Privacy Policy does not apply to third-party websites, services, or platforms that Caseloom does not control, even if those third-party services are linked from or integrated with Caseloom. 

2. Important Definitions 

For purposes of this Privacy Policy: 

“Platform” means the Caseloom software platform, application, and related online services. 

“Services” means the Platform, website, customer support, training, demos, communications, and any other services provided by Caseloom. 

“User” means a person with a Caseloom account, including paid account holders and temporary complimentary account holders. Users are typically attorneys, law firm personnel, firm administrators, or other individuals authorized under a Firm Group Account. 

“Firm Group Account” means an account or workspace associated with a law firm, court reporting agency, in-house legal team, or other organization that manages one or more Users. 

“Participant” means an individual invited to or participating in a deposition, meeting, or legal proceeding through Caseloom who may not have a persistent Caseloom User account. Participants may include witnesses, opposing counsel, co-counsel, observers, interpreters, court reporters, videographers, guests, or other invitees. 

“Proceeding” means a deposition, remote deposition, hybrid deposition, hearing, arbitration, trial preparation session, or other litigation-related meeting or proceeding managed through Caseloom. 

“Case Content” or “Customer Content” means content uploaded, created, stored, transmitted, displayed, marked, annotated, downloaded, or otherwise processed through Caseloom, including exhibits, documents, annotations, case names, meeting details, participant information, transcripts, audio/video materials, archive bundles, and related workflow data. 

“Personal Information” means information that identifies, relates to, describes, or can reasonably be associated with an individual. 

3. Information We Collect 

We collect information in several ways, depending on how you interact with Caseloom. 

3.1 Information Collected From Users 

When a User creates or uses a Caseloom account, we may collect: 

• First and last name; 

• Email address; 

• Phone number; 

• Organization or firm name; 

• Job title; 

• Mailing address; 

• Billing address; 

• Username; 

• Password or authentication credential; 

• Single sign-on or identity provider information, if used; 

• Payment and billing information; 

• Account role, permissions, and organization affiliation. 

3.2 Information Collected From Participants 

When a Participant joins or is invited to a Proceeding, we may collect: 

• First and last name; 

• Email address; 

• Assigned role in the Proceeding; 

• Meeting or join link information; 

• Meeting code or access credentials; 

• Waiting room, admission, attendance, or participation status. 

Participants may not have a full Caseloom account. Their information may be created by a User, firm administrator, support person, or other authorized individual before the Participant joins a Proceeding. 

3.3 Case, Proceeding, and Workflow Data 

Caseloom may collect, store, or process information related to cases, matters, meetings, depositions, and legal proceedings, including: 

• Case names or matter names; 

• Meeting names, dates, times, and details; 

• Participant names, email addresses, roles, and attendance details; 

• Uploaded documents and exhibits; 

• Exhibit numbers, stamps, prefixes, labels, and metadata; 

• Annotations, highlights, markups, and notes; 

• Chat messages, if enabled; 

• Transcript files, rough transcripts, or transcript-related files, if uploaded or processed through the Platform; 

• Audio recordings, video recordings, or meeting recordings, if enabled or uploaded; 

• Generated summaries, clips, exports, or archive bundles, if enabled or created; 

• Audit logs, reveal logs, permission logs, presenter-control logs, page-jump metadata, and witness-screen or participant-view activity; 

• Download records, archive records, and related platform activity. 

Some of this information may include confidential, privileged, sensitive, or protected information depending on the nature of the case or Proceeding. Caseloom does not decide whether content is confidential, privileged, protected, sealed, or subject to any legal restriction. That determination is made by the attorneys, parties, courts, or other responsible persons involved in the matter. 

3.4 Technical, Device, Usage, and Log Information 

When you visit our website or use the Platform, we may collect: 

• IP address; 

• Browser type; 

• Device type; 

• Operating system; 

• Session timestamps; 

• Geographic or regional metadata; 

• Usage data and feature interaction data; 

• Cookie data and similar tracking information; 

• System, access, and security logs; 

• Error reports and diagnostic information. 

3.5 Support, Sales, Demo, and Communication Information 

If you contact Caseloom, request a demo, participate in onboarding, submit a support request, communicate with our team, or interact with marketing materials, we may collect: 

• Contact information; 

• Message content; 

• Support history; 

• Training or onboarding information; 

• Screenshots, files, or other materials you provide for troubleshooting; 

• Feedback, survey responses, or product suggestions. 

3.6 Payment and Billing Information 

For paid subscriptions or paid services, we may collect billing information such as: 

• Billing contact name; 

• Billing address; 

• Organization or firm information; 

• Subscription plan or package details; 

• Invoice and payment records; 

• Payment status. 

Payment card or bank information may be processed by third-party payment processors. Caseloom does not necessarily store full payment card details directly. 

4. How We Collect Information 

We collect information: 

• Directly from Users through signup, account, support, billing, or contact forms; 

• Directly from Participants when they join a meeting or Proceeding; 

• From Firm Group Account administrators or other Users who invite Participants; 

• Through uploaded exhibits, files, proceeding materials, annotations, and archive workflows; 

• Automatically through website or Platform usage; 

• Through cookies and similar technologies; 

• Through integrated third-party services; 

• Through payment processors; 

• Through video, communications, hosting, authentication, analytics, and support providers. 

5. How We Use Information 

We use information to: 

• Provide, operate, maintain, and improve Caseloom; 

• Create, authenticate, and manage User accounts; 

• Manage Firm Group Accounts and administrative permissions; 

• Schedule, host, and manage depositions and other Proceedings; 

• Organize case workspaces, participants, meetings, exhibits, and related materials; 

• Upload, store, display, reveal, mark, stamp, annotate, transmit, and download exhibits; 

• Enable role-based permissions and participant access controls; 

• Generate archive bundles or downloads; 

• Provide customer support, troubleshooting, onboarding, and technical assistance; 

• Send service emails, invitations, notices, and transactional communications; 

• Send marketing emails or marketing text/SMS messages where permitted and subject to opt-out rights; 

• Process billing, payments, and collections; 

• Monitor security, prevent fraud, and protect the Platform; 

• Analyze product usage and improve the Services; 

• Conduct internal training, quality control, and service improvement; 

• Comply with legal obligations and respond to lawful requests; 

• Enforce our Terms of Service and other policies. 

6. Case Content, Confidentiality, and User-Directed Sharing 

Caseloom understands that legal proceeding materials may be sensitive. We do not claim ownership of Customer Content. 

We use Customer Content only as necessary to provide, maintain, secure, support, troubleshoot, improve, and operate the Services; to comply with legal obligations; or as otherwise authorized by the customer or applicable law. 

Caseloom does not sell customer case data. Caseloom does not share customer case data with third parties for their own independent marketing or commercial purposes. Caseloom does not use customer case data to train AI models. 

Users and Participants are responsible for their own decisions about what materials they upload, reveal, disclose, mark, annotate, download, or share during a Proceeding. Caseloom’s role-based permissions and reveal controls are tools that Users may use to manage access, but Caseloom does not decide litigation strategy, privilege, confidentiality designations, protective order compliance, or procedural compliance. 

7. How We Disclose Information 

We may disclose information in the following circumstances. 

7.1 Authorized Users and Participants 

Information may be disclosed to Users, Participants, attorneys, witnesses, court reporters, videographers, interpreters, observers, opposing counsel, co-counsel, administrators, or other invitees based on the roles, permissions, settings, actions, or instructions selected by the User, Firm Group Account administrator, meeting host, or other authorized person. 

For example, if a User reveals an exhibit during a deposition, that exhibit may become visible to authorized Participants in that Proceeding. 

7.2 Service Providers 

We may disclose information to service providers that help us operate Caseloom, including providers of: 

• Hosting and cloud infrastructure; 

• File storage; 

• Authentication; 

• Email and messaging; 

• Customer support; 

• Analytics; 

• Payment processing; 

• Video or telecommunications; 

• Security, monitoring, and maintenance; 

• Contractors acting on Caseloom’s behalf. 

These providers may access personal information or Customer Content only as needed to perform services for Caseloom and are not authorized to use such information for their own independent purposes. 

Current or anticipated service providers may include Azure Cloud Services, Office 365, Twilio, Zoom, Google Analytics, and related infrastructure or communications providers. 

7.3 Caseloom Personnel and Contractors 

Caseloom personnel and contractors may access account data, participant data, case data, or Customer Content when operationally necessary, including for support, troubleshooting, technical adjustments, maintenance, security, billing, compliance, or maintaining the smooth running of a deposition or legal proceeding. 

Internal access is limited to support, maintenance, security, operational, or legal compliance purposes. 

7.4 Affiliates and Related Entities 

We may disclose information to affiliates or related entities where necessary to provide, support, administer, or improve the Services, subject to this Privacy Policy. 

7.5 Legal Requirements 

We may disclose information if required by law, subpoena, court order, legal process, regulator request, or other lawful authority. Where legally permitted and practical, we may attempt to provide notice before disclosing Customer Content so that the customer may seek protective relief. 

7.6 Business Transfers 

If Caseloom is involved in a merger, acquisition, financing, reorganization, bankruptcy, sale of assets, or similar transaction, information may be disclosed or transferred as part of that transaction, subject to appropriate confidentiality and legal protections. 

8. AI Features 

As of the Effective Date of this Privacy Policy, Caseloom does not use AI features in the Platform and does not use Customer Content to train AI models. 

If Caseloom introduces AI-assisted features in the future, we may update this Privacy Policy or provide additional notice as appropriate. Any future AI features may be subject to additional terms, customer controls, or opt-in requirements. 

9. Cookies, Analytics, and Tracking 

Caseloom may use cookies and similar technologies on its website and Platform. 

Cookies and similar technologies may be used to: 

• Enable essential website or Platform functionality; 

• Maintain sessions and authentication; 

• Improve performance and security; 

• Understand website and Platform usage; 

• Analyze traffic and feature interactions; 

• Support marketing or CRM communications where applicable. 

Caseloom may use tools such as Google Analytics and similar services to understand website activity and improve our Services. 

You may be able to disable cookies through your browser settings. If you disable cookies, some parts of the website or Platform may not function properly. 

Caseloom does not intend to use broad advertising-tracking language unless such tracking is actually in use. If our tracking practices change, we may update this Privacy Policy. 

10. Text Messages, Emails, and Communications 

Caseloom may send service emails, transactional messages, meeting invitations, account notices, security notices, support communications, billing communications, and other operational messages. 

Caseloom may also send marketing emails or marketing text/SMS messages where permitted. You may opt out of marketing communications by using the unsubscribe instructions provided in the message or by contacting us. Opting out of marketing communications does not prevent us from sending necessary transactional, legal, security, billing, or service-related messages. 

Standard message and data rates may apply to SMS or text communications. 

11. Data Retention 

Caseloom retains information for as long as reasonably necessary to provide the Services, maintain accounts, support customers, comply with legal obligations, resolve disputes, enforce agreements, prevent fraud, maintain security, and satisfy legitimate business purposes. 

For complimentary Caseloom accounts, account data may be retained for approximately 90 days unless a different retention period is agreed or required. 

For active paid Caseloom subscribers, uploaded exhibits and case materials may be retained indefinitely for as long as the account holder remains a paid subscriber, unless the subscriber deletes or requests deletion of such data in accordance with Caseloom procedures. 

Caseloom may retain backups for a limited time after deletion or account closure. Caseloom may also retain certain information where necessary for legal, security, audit, fraud-prevention, billing, or compliance purposes. 

Upon customer request, Caseloom will permanently delete copies, versions, and backups of customer case materials, subject to legal, technical, security, backup, and operational limitations and any obligations Caseloom may have to preserve information under law. 

12. Security 

Caseloom uses administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, disclosure, alteration, or destruction. 

Security measures may include: 

• Encryption in transit; 

• Role-based access controls; 

• Internal access limited by job function; 

• Audit logging; 

• Secure cloud infrastructure; 

• Backups; 

• Multi-factor authentication availability; 

• Multi-factor authentication requirements for administrators; 

• Security incident response procedures. 

No system is perfectly secure. We cannot guarantee that information transmitted to or stored in Caseloom will be completely secure. 

13. Your Choices and Rights 

Depending on your location and applicable law, you may have rights to: 

• Access personal information we hold about you; 

• Correct inaccurate personal information; 

• Request deletion of personal information; 

• Request portability of certain personal information; 

• Opt out of marketing communications; 

• Limit or object to certain processing; 

• Appeal a privacy request decision, where applicable. 

To submit a privacy request, contact us at [email protected] or [email protected]. We may need to verify your identity before fulfilling a request. 

Some requests may be limited where the information is needed to provide the Services, maintain legal proceeding records, comply with law, preserve security, protect rights, complete transactions, or honor customer-controlled case retention requirements. 

14. U.S. State Privacy Rights 

Certain U.S. state privacy laws may provide residents of particular states with rights regarding their personal information. These rights may include the right to know, access, correct, delete, obtain a copy of, or opt out of certain uses of personal information. 

Where applicable, Caseloom will honor rights provided by state privacy laws, including laws that may apply to residents of California, Colorado, Connecticut, Delaware, Indiana, Iowa, Montana, New Jersey, Oregon, Tennessee, Texas, Utah, Virginia, and other states as such laws become effective and apply to Caseloom. 

Caseloom does not sell personal information. 

Caseloom does not use Customer Content to train AI models. 

If Caseloom uses cookies or analytics tools that may be considered “sharing” or “targeted advertising” under applicable privacy laws, we will provide any required notices or choices as required by law. 

California Notice 

If applicable, California residents may have rights to: 

• Know what categories of personal information we collect; 

• Know the categories of sources from which personal information is collected; 

• Know the business or commercial purposes for collecting personal information; 

• Know the categories of third parties to whom personal information is disclosed; 

• Access personal information; 

• Correct inaccurate personal information; 

• Delete personal information; 

• Opt out of sale or sharing of personal information; 

• Not be discriminated against for exercising privacy rights. 

Caseloom does not sell personal information. 

To exercise rights, contact us at [email protected]. 

15. Children and Minor Participants 

Caseloom is not intended for use by individuals under 18 as account Users. 

Minors may participate in a legal proceeding through Caseloom only with appropriate adult, guardian, attorney, court, or legal representative authorization. The attorneys, guardians, representatives, or other responsible persons involved in the Proceeding are responsible for obtaining any legally required consent for a minor’s participation. 

If we learn that we have collected personal information from a minor in a manner not permitted by law, we will take appropriate steps to delete or restrict that information, subject to legal and proceeding-related obligations. 

16. International Use 

Caseloom is intended primarily for users located in the United States. Caseloom may, in its discretion, allow non-U.S. users or participants to access the Services on a case-by-case basis. 

If you access Caseloom from outside the United States, you understand that your information may be processed and stored in the United States or other locations where Caseloom or its service providers operate. 

17. Third-Party Links and Services 

Caseloom may contain links to third-party websites or integrate with third-party services, including video, communications, analytics, payment, hosting, or support tools. We are not responsible for the privacy practices of third-party services that we do not control. You should review the privacy policies of any third-party services you use. 

18. Changes to This Privacy Policy 

We may update this Privacy Policy from time to time. When we do, we will update the “Last Updated” date above. We may provide notice of material changes by email, in-app notice, website posting, or other reasonable means. 

Your continued use of Caseloom after an updated Privacy Policy becomes effective means you acknowledge the updated Privacy Policy. 

19. Contact Us 

If you have questions about this Privacy Policy or Caseloom’s privacy practices, contact us at: 

Caseloom LLC 

90 Woodbridge Center Drive, Ste 240 

Woodbridge, NJ 07095 

Support: [email protected] 

Legal Notices: [email protected]